Microsoft Teams Meetings

This guide will explain HowTo schedule, manage and host Microsoft Teams meetings.

Getting Started with Meetings in Microsoft Teams

This video from Microsoft provides a quick overview to the features available in a Teams meeting.

Scheduling a Microsoft Teams Meeting

You can set up a Microsoft Teams meeting in several different ways.

Before you create a Microsoft Teams meeting, please read our  Microsoft Teams – Secure Meeting Guide.  This guide provides advice on how to create a secure meeting environment.

Scheduling a Teams meeting in Teams

You can schedule a Teams meeting directly in Teams. You should do this if you want the meeting to appear in a Teams channel. 

  1. Select the Calendar icon from the Teams Navigation bar. 
  2. Click on ‘New Meeting’ 
  3. Add the meeting details (title, date, time, attendees). 
  4. If you want participants to access the meeting from a Teams channel, type the channel name in the ‘Add channel’ box. 
  5. Click Send 
  6. This meeting will now be added to both your Teams and Outlook calendar. A meeting invite will be sent to attendees which will include a link to Join the meeting.

Scheduling a Teams meeting using Outlook

You can also set up a Teams meeting in your Outlook calendar. You should use this option if you are only inviting certain people to a meeting rather than everyone in a Team or Channel. Attendees can view, accept or join the meeting via their Outlook calendar. 

  1. Open Outlook (online) and switch to calendar view.  
  2. Click ‘New Event‘ (if you are using the Outlook app, click New Teams Meeting) 
  3. Add the meeting details (title, date, time, attendees). Once you add attendees, the Teams meeting option will automatically be enabled.  
  4. Click Send 
  5. Once setup, your calendar event will contain a link to the Teams meeting – participants can click the link to join the meeting.  

Meet Now within the Teams

For impromptu meetings you can use the ‘Meet Now’ feature in Microsoft Teams. 

  1. Navigate to the Team and channel you would like the meeting to be in.  
  2. Locate and select the video meeting icon from the top right-hand corner in the channel.  
  3. Click Meet.
Inviting external users to meetings

If you want to invite an external user to your meeting, you can do so by adding their email address in the attendee’s box when you schedule the meeting.  The external user will receive a calendar appointment which includes a link to join the meeting.

When the external user clicks on the link, they will get the option to join via a browser, or on the desktop app. It is up to the external user which way they would prefer to join. They will need to install the app if it’s not already installed on their machine.

Microsoft Team Meeting options

Once you have scheduled your Teams meeting, you can update and configure the meeting settings.  Only the meeting organiser can change these settings.

Meeting options can be set by the organiser to prevent unauthorised users from joining, and to control the roles of participants who join.

Microsoft Team Meeting options

There are several different ways to get to Meeting options:

    • In Teams, go to Calendar, select a meeting, and then Meeting options.
    • In a meeting invitation, select Meeting options.
    • During a meeting, select More actions at the top of the meeting window, and then Meeting options. A panel will open on the right, and you can change your options right from there.

The meeting options are as follows:

  • Who can bypass the lobby?
  • Always let callers bypass the lobby
  • Announce when callers join or leave – if enabled an announcement will be made when caller join and leave meeting.
  • Who can present? – dictates who has elevated permissions to be able to perform certain tasks, such as screen sharing
  • Allow mic for attendees?
  • Allow camera for attendees?
  • Record automatically
  • Allow meeting chat
  • Allow reactions
  • Provide CART Options

Joining a Microsoft Teams Meeting

Join a Teams meeting from the app

  1. From your Calendar, select Join on a meeting before it’s started, or one that’s in-progress.
  2. Turn on your camera, select Background filters, and choose how you’d like to appear:
    • Select a custom background.
    • Select Blur.
  3. Choose your audio settings.
  4. Select Join now.

Join a Teams meeting on the web

You can still join a Teams meeting even if you don’t have the app:

  1. In your email invite, select Click here to join the meeting. You can also use a dial-in number and conference ID from the email to call in.
  2. You have three choices:
    • Download the Windows app: Download the Teams desktop app.
    • Continue on this browser: Join a Teams meeting on the web.
    • Open your Teams app: If you already have the Teams app, go right to your meeting.
  3. Type your name.
  4. Choose your audio and video settings.
  5. Select Join now.
  6. Depending on meeting settings, you’ll get in right away, or go to a lobby where someone in the meeting will admit you.

Understanding the Microsoft Teams meeting interface

Recording Teams meetings

Recording a meeting

Meetings can be recorded by selecting the start recording option from the meeting tool bar. Shared content can also be recorded (some exceptions may apply).  

Please access the following link for further guidance from the Microsoft support page; recording meetings in Teams.

Where is the meeting saved?

The recording of a meeting will be saved in one of two locations depending on how the meeting was configured:

  • If your meeting was in a channel – The recording will be saved to the team SharePoint site. It will be saved in a recordings folder in Documents, in a folder with the channel name.
  • If your meeting was not in a channel – The recording will be saved to the OneDrive of the person who clicked the record button. It will be saved in a folder called Recordings.

Where can I access the recording after my meeting?

The meeting recording shows up in the meeting chat or channel conversation (if you’re meeting in a channel).

Raise your hand

To let people know that you want to contribute to the meeting without interrupting the conversation, you can raise your hand.

In the meeting controls at the top of the screen, select Reactions, and select the raised hand icon. Everyone in the meeting will see that your hand is raised. Meeting presenters will also receive a notification that your hand is raised.

Once you have contributed to the meeting and wish to lower you hand, select Reactions from the meeting bar and click on the raised hand icon once more.

Participant's list

In a Teams meeting, you can see a list of participants who are in attendance. This is where you will also see who has raised their hand in a meeting. To view a list of participants in attendance:

  1. Select Participants from the meeting call bar. The participants panel will appear on the right-hand side of your meeting window.

Sharing your screen in a Teams meeting

In a Teams meeting, you can share content by clicking on the share screen content icon on the meeting call bar.

You can share the following content: 

  • Your desktop (useful if you want to share views of multiple items you are accessing – browser windows, your desktop, and files etc.).
  • A browser window only (useful for sharing a view on one item you are accessing – a browser window, a file you have open etc.,).
  • A PowerPoint presentation (shared in Teams already, open on your device or one you want to upload and share).
  • A Whiteboard (the Windows Microsoft Whiteboard app). This is useful for collaborating with others in real time and allows users to all share ideas on a whiteboard canvas. Further information on the Microsoft Whiteboard  can be found on the Microsoft help site.

To share content in a meeting:

  1. Select Share from the meeting call bar
  2. Now select what you would like to share: Desktop, Browser Window, PowerPoint Presentation or Microsoft Whiteboard.
  3. A red border will appear around the content you are sharing.
  4. To stop sharing content, select the Share icon again from the meeting call bar.


You can respond to participants and discussions in a meeting using the Reactions feature.

To use reactions, select Reactions in the meeting controls at the top of the screen, and select one of the following icons:

  • Raise your hand (Raised hand)
  • Like (Thumbs up)
  • Heart (Love heart)
  • Applause (Clapping hands)
  • Laugh (Laughing face)

Updated on 23/01/2023

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